June 2026 · 4 min read
What a checkpoint criterion actually looks like
Operations checkpoints are often described in marketing copy without specifying what they actually check. Here is a real checkpoint sheet from our intake stage.
Operations checkpoints are often described in marketing copy without specifying what they actually check. "Quality control" is a category, not a criterion. "File validation" is a category, not a criterion. Below is what one of our actual checkpoints — the intake stage — checks, line by line, written in the same language our operators read each morning.
Intake checkpoint sheet. Each incoming order is scanned against six criteria. Each criterion has a pass condition and a written escalation path. Operators initial each line; the order does not proceed to file QA until all six are signed off.
1. Order completeness. Pass condition: order has SKU, decoration method, artwork attached, shipping address, and decoration placement instruction. Fail condition: any field missing. Escalation: request missing fields from customer within four business hours.
2. Stock availability. Pass condition: requested base is in stock at requested quantity per the inventory system. Fail condition: stock short by any quantity. Escalation: notify customer of options (alternative base, delayed dispatch with restock estimate, partial fulfillment) within four business hours.
3. Decoration compatibility. Pass condition: artwork file format matches the decoration method specified, and decoration method is supported on the requested base. Fail condition: format mismatch (e.g., raster file for embroidery) or unsupported method-base pair. Escalation: written advisory to customer with alternative method recommendation.
4. Timeline feasibility. Pass condition: order placed within the cutoff for the requested dispatch date given current production queue. Fail condition: requested dispatch is tighter than queue allows. Escalation: contact customer with realistic dispatch date or rush options within four business hours.
5. Account status. Pass condition: customer account is active, payment terms current, and within agreed credit limit if applicable. Fail condition: account flag or limit exceeded. Escalation: route to accounts.
6. Routing tags. Pass condition: order has tags identifying the production zone, packaging template, and dispatch method correctly set. Fail condition: any tag missing or contradictory. Escalation: operator manually assigns and logs.
That is a checkpoint. Each of our five production stages has a similar sheet. They are not secret — if you operate at scale and want to see them, the file QA sheet and decoration sheet are both available on request as part of onboarding.